Application for Use of City Owned Property
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City of Geneva OFFICE USE ONLY:
DATE SUBMITTED: ______________
Application for Use of
SECURITY DEPOSIT CK #: _________
City Owned Property EVENT FEE $: __________________
RECEIVED BY: __________________
EVENT: _____________________________________________________
PLEASE READ CAREFULLY BEFORE SIGNING:
Please complete the attached application form as completely as possible. Please reference
the attached policy and guidelines as deemed necessary. Answers to the questions should
give a full description of all activities planned, all facilities needed, date and times of the
event and the number of people expected. A mandatory detailed map needs to be
submitted with each event application. A detailed explanation and timeline of your event
is required with each submitted application. The City of Geneva does NOT reference
past years applications, each event is determined on a year-to-year basis. Remember to
date and sign the application. We will return any unsigned or incomplete applications.
Please reference the application fees on page 7. The security deposit is due upon
submission to reserve your event date. The rest of the event fees will be determined after
your application is reviewed and processed. We encourage all event organizers to use the
“Applicant Accountability Check List” on the following page to help track your progress.
Applicants are also encouraged to turn in their applications early, as Use Permits are
issued on a first-come, first-served basis. Applications must be submitted minimum 30
days prior to the event set-up date. Late fees will be assessed to applications received less
than 30 days prior. Applications may be denied if we determine that there is insufficient
preparation time for any aspect of an event.
RETURN ALL COMPLETED APPLICATIONS TO: IF YOU HAVE ADDITIONAL QUESTIONS:
Office of Neighborhood Initiatives Liz Toner
47 Castle Street 315.828.6588 or ejt@geneva.ny.us
Geneva, NY 14456 David Sharman
Attn: Liz Toner 315.789.5005 or dsharman@geneva.ny.us
1
APPLICANT ACCOUNTABILTY CHECK-LIST:
o Applicant contact information: must be filled out clearly and completely
o Event Operations: fill out clearly and legibly. Please take note of highlighted
area. We will not accept incomplete applications.
o Event Components: If no event equipment is needed for your event, please be
sure to check appropriate box. If equipment is needed, provide all information and
details.
o Downtown Event Review Committee: Applicants are required to attend Geneva
BID’s DERC meeting. See page 4 for details.
o Extra Event Components: Follow directions to contact specific departments if
your event needs banner hanging, addition power source or fireworks display.
o Restroom Plan: if you will not be providing restroom facilities for your event,
please be sure to check appropriate box. If restroom’s will be provided, be sure to
include where they are rented from, quantity and show correct placement on
submitted detailed map.
o Garbage Pan: Each applicant is required to have a garbage plan for their event.
All garbage is carry-in, carry-out.
o Site Plan: each applicant is mandated to submit a clear and detailed event map(s).
Make sure to include:
o Street names
o Barricade and/or cone placement
o Street closures
o Electric and water placement
o Parking plan
o Food vendor set up
o Equipment drop off point
o Event Description: Make sure to be as detailed as possible and include all
relevant information. If more space is needed, attached separate sheet.
o Communication: Each applicant is required to deliver adequate communication
of their event to the public. If your event requires no parking in certain areas or
street closures, surrounding businesses and residents need to be made aware of
these restrictions minimum 1 week prior to event with specific details.
o Insurance Requirements: You are required to have liability insurance for your
event. Insurance must be evidenced on an Acord 25 form with specific event
listed with dates and times and submitted 30 days prior to your event set up date.
o Return Completed application. Make sure to sign and date.
21. APPLICANT CONTACT INFORMATION
Applicant's Name:
Organization Represented by Applicant:
Mailing Address:
City: State: Zip:
Applicant Contact Information: Day Phone:
*This should also be a day of contact for someone who will Cell Phone:
be onsite*
Email:
Additional Event Contact Person: Name:
Day Phone:
Cell Phone:
Email:
2. EVENT OPERATIONS
Official Name of Event:
Name of City Facility/ Property:
Event Date(s) & Hours of Operation:
Event Set up date: Date: Time:
Event Breakdown Completion Date: Date: Time:
Is this event open and/or advertised to the public? □No □ Yes
Anticipated Maximum Attendance:
Will there be amplified Sound? □No □Yes hours ____ to _____
Will food be sold, given and/or cooked at the event site? □No □Yes
If yes, please explain Details if Yes:
Will alcohol be sold or given? □No □Yes
If yes, please submit a copy of temporary permit minimum
30 days prior to event set-up date. See pg. 9 for details
Road Closures? If Yes, please add specific details to attached □No □Yes
map and event description. Will not accept applications
without either.
Will there be any registration or admission fees collected at □ No □ Yes
this event? If yes, please explain what the charges will be and if any
proceeds are being donated:
33. Downtown Event Review Committee (DERC)
If your event will be located in the downtown area, including at the lakefront, an event representative is required to
attend Geneva BID’s Downtown Event Review Committee meeting. They meet on the 4th Monday of each month,
5:30pm at One Franklin Square. This meeting will better help communicate your event to downtown merchants and
the community to create partnerships and provide you with the chance to explain how your event will contribute to
the City of Geneva. Once your application has been submitted, please arrange with BID Director Michael Mills
(mills@genevabid.com) & Liz Toner from the City, when you will be attending a DERC meeting. You must attend a
meeting prior to your event. Geneva BID does not have the power to approve or deny events.
4. EVENT COMPONENTS
Please check all items below that apply to your event needs and provide details below.
Refer to rental options and replacement fees attached to policy on pg.9
*IF NO EVENT EQUIPMENT IS NEEDED FOR YOUR EVENT, PLEASE CHECK HERE:
Equipment City Resource Requested Will Supply on Own
*Fees may apply (Check YES for all Needed)
Large Reviewing Stand (16x16)
Small Low-level Risers (8x12)
Podium
Portable small PA system
Barriers Quantity & Type:
Wooden or Metal
*Exact number not guaranteed*
Cones Quantity & Type:
Large (MAX 100)
Small (MAX 100)
Exact number not guaranteed
Orange Safety Vests (10) Quantity:
Must pick up from City Hall/No drop-off
Orange Safety Flags (10) Quantity:
Must pick up from City Hall/No drop-off
No Parking Signs Yes No
Please indicate areas requested
Fencing Feet:
Self-Install & DSNY Required Post Drivers: Yes No
Water Connection
$ additional charge, see pg. 7
Must provide own water hose for hook up
Electric Connection
$ additional charge, see pg. 7
Utility Ramps (10) Quantity:
These protect electric cords on the ground
5. EXTRA EVENT COMPONENTS
Seneca Street Banner Hanging Jackie (DPW) – 315.781.3101 or Please contact Jackie to arrange
jml@geneva.ny.us
Fireworks Anne Alaimo (FIRE) - 315.789.6305 or Please contact Anne if plan to have a
ata@geneva.ny.us fireworks display
46. Restroom Facility Plan: Each applicant is required to provide their own restroom plan. Use space below and
follow guidelines as required by the City’s use agreement. Restroom facilities must be clearly marked on
attached map. The City of Geneva does not offer restroom facilities.
Please Check here if you plan to NOT offer restroom facilities at your event: □
7. Garbage Recycling Plan: Each applicant is required to provide their own garbage/recycling plan. Use space
below and follow guidelines as required by the City’s use agreement. The City of Geneva does not offer
garbage/recycling pick up. All garbage is carry in, carry out.
8. SITE PLAN
You must attach a clear and legible site map with the following listed below, if City resources are necessary for the event:
1. North, indicated by a directional arrow symbol
2. Name of the city facility and that of surrounding streets with one-way streets indicated
3. The overall event area (include parking if appropriate)
4. The location of physical equipment being placed by the city, including, but not limited to, any stage(s), tents, barricades,
etc.
5. List requested road closures & requested no parking areas
6. Electrical & water plans for vendors and stages
7. Restroom facilities
9. EVENT DECRIPTION
In this section, please describe in detail the nature of the event. Include any necessary detailed information:
510. COMMUNICATION
Each applicant is required to deliver adequate communication of their event to the public. If your event requires no parking in
certain areas or street closures, surrounding businesses and residents need to be made aware of these restrictions minimum 1
week prior to event with specific details.
Marketing Tips:
• Put your event on Facebook as an event, not just posting a flier on your page.
• Take advantage of all Free Community Calendars in our community online, papers, and radio stations.
• Hang up a poster on community bulletin boards and/or windows.
• Put your information on a sandwich board (A-Frame) at the location of the event the week of.
• Contact Jackie to submit a banner request to have a banner hang on Seneca Street above the street. See pg. 4
• If you have an email list, remember to send the flier as an image and a PDF to ensure everyone can see it on their
computer/phone.
11. INSURANCE REQUIREMENTS
You are required to have liability insurance. Please see “Insurance” section in the Park Use Guidelines on page 10 for additional
details. The City of Geneva must be named as an additional insured in any and all policies. Insurance must be evidenced on an
Acord 25 form with specific event listed and submitted 30 days before your event set up date for review.
Do you or your group have liability insurance that would cover such an event?
□ No □ Yes Insurance company: __________________________________________
12. NYS PAUSE GUIDELINES
Applicant has read the NYS interim guidance for low-risk outdoor arts & entertainment and agrees to abide by all current NYS
PAUSE guidelines and procedures for outdoor arts & entertainment during the COVID-19 public health emergency. Please indicate
below how your event plans to ensure all NYS guidelines will be met:
13. SIGNATURE
By signing this document, I take full responsibility for every participant of the event. I have read and agree to the terms and
conditions outlined in this application and the policy and I will follow the rules and requirements for conducting my event. I am
aware that this application is a public document that may be inspected or copied. In addition, the User(s) agrees to indemnify and
hold harmless the City of Geneva, city elected and appointed officials, administrators, and all other city employees, volunteers or
representatives, and all persons and bodies corporate acting for or on behalf of them, against all liability, claims, demands,
actions, suits, damages, proceedings, costs and expenses (including reasonable attorney fees) whatsoever (including injury to
persons and damage to property) for which they may be or become liable directly or indirectly arising out of the use of city
premises by the User(s) (or the servants, agents or invitees of the User(s)), and for such further sums in excess of those contained
in any insurance policy procured by User(s) relating to the use of the city premises or for such amounts as may not be payable
under any such insurance policy.
_____________________________________ _________________________
Applicant Signature Date
6City of Geneva Property Fees
and Charges for Special Events
as of January 1st 2020
Security Deposit
A refundable security deposit of $250 is required with every permit application to reserve a date
and that uses any and all city-owned equipment in addition to the application fees. If there has
been no infraction of the contract by the applicant, your agents or vendors the security deposit
will be returned within 30 days after the event or when all accounts are settled. Any lost,
damaged or un-returned items will result in a forfeit of the entire security deposit. The security
deposit must be paid by a separate check ONLY. No exceptions.
Application Fee
A non-refundable Property Use Permit Application fee is payable with every permit application
filed for each day of use.
The application fee is $100 for ALL applicants including Not-for-Profits.
(i.e. One (1) day reservation is $100. Three (3) days is $300, etc.)
You can pay the application fee by check, or in person at City Hall with Cash or Credit Card
(additional transaction fee for cards). Other fees, explained below, may include, but are not
exclusive to:
- Additional $75 late fee (within 30 business days of event)
- $75 for electrical hookup (box’s and lamppost’s, $25 each additional day)
- $75 for water hookup ($25 each additional day)
- Any damages done to the park or equipment during the event past the extent of the
security deposit (TBD if applicable)
- If you miss the scheduled fire inspection $25 (if inspection is applicable)
Once we process your application, we will bill you for these additional costs upon review of
requests. Please do not pay application fees, with the exception of the security deposit, prior
to application approval.
The City of Geneva will require insurance and may require special services from other City
Departments in addition to the above fees. All fees are non-refundable unless the City has to
cancel their permit approval.
Checks can be made payable to: City of Geneva
Mailing Address: Office of Neighborhood Initiatives
47 Castle St
Geneva, NY 14456
7CITY OF GENEVA RECREATION
FACILITY, PARK, PARK/PLAYGROUND
GENERAL POLICIES & GUIDELINES
Overview
The following policies pertain to events being coordinated within the City of Geneva. An event is
defined as any public gathering (ex. parade, sporting event, performance, demonstration, and
exhibit) that makes use of city-owned property, facilities, or resources. Events meeting this
definition must have an application through the City of Geneva. Events not meeting these criteria
may still be a part of the City of Geneva provided resources are available. We will not
discriminate based on purpose, intended audience, new or existing, large or small, for-profit or
not-for-profit. Events making use of City of Geneva resources must be open and accessible to the
general public (though an entrance fee may be charged).
These policies and the guidelines for individual facilities are in accordance with regulations set
forth in the Geneva Municipal Code. City Parks and City Park/Playgrounds are open public
facilities and while specific areas of these facilities may be reserved for a special event, the
general public should be afforded access. Events organized by non-profit groups to benefit the
community are permitted.
Certain facilities and parks may be leased for periods of time longer than one day and the lease
holder will be permitted to operate commercial events as long as all contract obligations are met.
Applications and Guidelines are available at City Hall for the following facilities:
• Geneva Recreation Complex • City Parks/ Playgrounds cont.
• Ice Use • Gulvin
• Non-Ice Use • Jefferson
• City Parks/Playgrounds • Lakefront Park
• Bicentennial Park • Nieder
• Brook Street • Pulteney Park
• Clark Street • Richards Avenue
• Genesee Park • Ridgewood Park
• Gazebo • Skate Park at McDonough
• Washington Street
8Contracts material costs. Any and all damages will be fixed
All individuals or groups utilizing City Parks, by experienced City of Geneva personnel to City
City Park/Playgrounds, and the Geneva standards and by no other person. If damages go
Recreation Complex must abide by the unpaid, this status will affect future events and
guidelines for each facility. The application is usage of a particular group.
the contract for the use of the facility will be
approved by the City of Geneva upon Marking Policy____________________
compliance of guidelines set forth for the use of Please be advised, additional approval is needed
the facility. for the posting or affixing of any permanent or
semi-permanent marketing/promotional
Application materials and event decorating on public or
Please complete the attached application form as private property. Both private and city property
completely as possible. approval for the above should be documented for
-Answers to the questions should give a full clear understanding of intended use by both
description of: parties.
• all activities planned
• all facilities that are needed City Requirements _____________
• date and times of the event Alcohol Permitting
• the number of people expected Liquor, beer, and wine may not be sold or
-Wherever you give a “yes” answer on the handled in any City of Geneva property except
checklist, please provide a detailed explanation; with a valid state liquor license and after the City
• add pages and maps if needed Manager gives special permission in writing.
Please note special insurance requirements if
• remember to date and sign the
alcohol is being served or sold. Applicants can
application
apply for 1 day beer & wine permit thru NYS
-We will return all unsigned applications, and
Liquor Authority.
any incomplete form may cause delays.
Any and all alcohol sales must come directly
-We encourage all event organizers to turn in
from a bar or 3rd party licensed vendor and be
their applications early, as Parks Use Permits are
served in non-breakable containers.
issued on a first-come, first-served basis.
In order to obtain the permit, the event must also
-The City of Geneva accepts applications at any
submit a detailed plan on how they will control
time for events:
the area and drinking age. Suggested routes
• Late fees will be assessed to
include wristbands and ID checks.
applications received within fourteen
business days of the event; Food Vendors_____________________
• Late applications may be denied if we Food service vendors must be in compliance
determine that there is insufficient with New York State Health Laws. All food
preparation time for any aspect of an service vendors must possess valid New York
event. State Health permits. The Geneva Fire
Department also requires that vendors be equip
Damage Mitigation__________________ with a 2abc fire extinguisher and a k extinguisher
Any and all damage of whatever kind, including if a deep fryer is present. All vendors must also
but not limited to turf, trees, shrub beds, hard be completely set up one (1) hour prior to the
surfaces, buildings or city equipment rented/ start of the event for a mandatory fire inspection.
borrowed shall be immediately reported to the Please contact Anne for setting up an exact time
City of Geneva. Any damage or lost equipment for inspection at 315-828-6751. If you miss the
results in a forfeit of the applicant’s entire scheduled inspection, the fee is $25.00.
security deposit. If it is determined that the
damages or loss of equipment is greater than the
total of the $250 security deposit, applicants are Neighborhood Notifications___________
liable to pay additional fees. It is the Neighbors and businesses must be notified
responsibility to the event sponsor to pay for any minimum one week prior to an event that will be
and all damage caused by the event and if these in the surrounding area. You can post fliers on
fees are not paid, the cost increases by date late. doors and work with City Communications to
Any damages incurred that result in the repairing get an email out to the neighborhood. This is
of such will be billed to the user at the critical for events with amplified sound and
Department of Public Works current labor and street closures.
9Bathrooms/ Porta-potties_____________ of Geneva. If this fails to happen, the City will
City Parks and Park/Playgrounds are considered restore the site and bill the event coordinator.
"neighborhood" facilities and do not have rest Similarly, an after-action meeting will be
room facilities available. Any time an organized scheduled and held within a week of the events
event occurs, one must provide a restroom conclusion.
facility for all contributing to and participating in
the event. Also, note that the Americans with Insurance
Disabilities Act Section K states when planning -Please send this section to your insurance
temporary events such as a town festival or broker, agent or insurer.
concert and where portable toilets are provided Acceptable evidence of insurance as specified
one such toilet shall be wheelchair accessible. If below must be filed with and approved by the
permanent toilet facilities are available signage City of Geneva at least 30 days prior to the
should be used to direct individuals. scheduled date of the event on City property
unless otherwise noted.
Going Green_______________________
Large portions of Geneva’s waste accumulate Insurance Requirements:
from events hosted by both the government and -The minimum coverage must consist of a
outside entities. The City encourages the use of Commercial General Liability (CGL) insurance
recyclable materials and recycling products policy or the equivalent with a minimum limit of
during and following the event. We highly liability of $1,000,000 for each occurrence.
discourage use of Styrofoam. Users are Please note that at the discretion of the City and
responsible for their own trash and recycling a select Events Committee, higher insurance
pick up. Vendors to abide by our green policy as limits may be required.
well. Each of the bins that you use should be - Higher insurance will be required depending on
clearly marked. Please encourage attendees to the nature of the event. Some factors include but
carpool or walk. Cleaning products must meet are not limited to: alcohol, athletics, fireworks or
environmental standards. We also encourage you explosives, number of people in attendance, etc.
to buy local! -If alcoholic beverages are being served, host
liquor liability coverage must be included.
Parking___________________________ -If alcohol is intended to be sold, you must also
A parking plan is required for each event. obtain Liquor Legal Liability with a minimum
Parking must be directed to all city-owned public limit of $1,000,000.
parking lots first and then other lots are accepted -The “City of Geneva” must be an additional
with written consent of the lot owner. There insured for primary and non-contributory limits
should be indication for handicapped parking in of liability.
your plan. If it is proven that all city-owned - The insurer(s) must provide no fewer than
parking lots will be exhausted or cause an thirty (30) days’ notice of cancellation, except
extreme disadvantage to the businesses ten (10) days as respects cancellation for non-
surrounding the area, then additional parking payment of premium.
permission will be discussed. If your event -Certificate of Insurance with the required
requires “no parking” on city property, the coverages must be issued to:
number of signage and approval will come from City of Geneva
the City of Geneva. If a car is parked in a “no Attn: Event Insurance
parking” designated area of your event, legally 47 Castle Street
the City of Geneva cannot tow cars for events. Geneva, NY 14456
The Geneva Police Department will assist to and must be sent to such address
help find the owners of the vehicles to have the (Attn: Liz Toner, Events
cars moved. There is no guarantee that all cars or sent as an email attachment to
will vacate the designated event area. ejt@geneva.ny.us
Post Event__________________________ Fireworks
City Property and the event site must be restored This permit is based upon authority granted this
to its original functioning condition within 24 office under Chapter 173 of the City’s Municipal
hours following the event unless other Code and is subject to the following terms and
arrangements are made in writing with the City conditions:
101. The Geneva Fire and Police Departments must 6. The City of Geneva, its Fire Department, fire
be notified of your specific plans. Your written officers and firefighters shall be held harmless
notification to the Fire Department shall include from any and all potential damages.
a valid certificate of liability insurance, of at 7. The Geneva Fire and Police Department’s
least one million {$1,000,000.00} dollars officer-in-charge shall retain the authority to stop
specifically listing the City of Geneva as an the fireworks display at any time.
additional insured {on file}. 8. The Geneva Fire Department officer-in-charge
2. Your fireworks display shall be in compliance shall meet with your representative one hour
with the National Fire Protection Association’s prior to the display time to ensure that all safety
(NFPA) Code 1123; shell size shall not exceed issues have been addressed.
four (4”) inches. 9. Your personnel shall cooperate with the Fire
3. The State of New York shall dully license the Department’s officer in-charge to ensure the
party responsible for the actual handling and safety of all present.
firing of the display.
4. Only those individuals trained and employed In addition to the above, the City retains the right
by the firing firm are to be on site throughout the to make additional requirements and/or revoke
set-up, display and during post show clean up. this permit should any concerns remain
5. You shall not proceed with the fireworks unresolved. If you have any questions or
display unless the Geneva Fire Department concerns regarding this permit, please email Liz
has a standby crew on location during the at ejt@geneva.ny.us.
entire fireworks display.
Reminder of Park Rules:
• Playgrounds are closed dusk to dawn
• No pets are allowed in mulch play areas
• Children should be supervised by an adult at all times
• Use of play equipment and other park features is at your own risk
• Abide by sign’s regarding age appropriate equipment use
• Don’t not leave trash or recycling at the park without proper containers
• No alcoholic beverages, cigarettes or drugs permitted
• Report any issues to the park office at 315-789-5005
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